T74_TM800_BPD_EN_XX

SAP TM 8.0

SAP ERP 6.0 EhP 5

SAP II 3.6.1

October 2011

English

Broadcast Freight Tendering with Sales Order Change (T74)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Broadcast Freight Tendering with Sales Order Change (T74): BPD

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Contents

1 Purpose........................................................................................................................................ 6

2 Prerequisites................................................................................................................................ 7

2.1 Master Data and Organizational Data...................................................................................7

2.2 Roles..................................................................................................................................... 9

2.3 Preliminary Steps................................................................................................................11

3 Process Overview Table.............................................................................................................14

4 Process Steps............................................................................................................................ 18

4.1 Create Sales Order.............................................................................................................18

4.2 Tendering Status Overview.................................................................................................19

4.3 Check Tendering Process of TM Freight Order...................................................................20

4.4 Check E-Mail Inbox for RFQ Notification.............................................................................21

4.5 Reject RFQ.......................................................................................................................... 22

4.6 Track Tendering Progress...................................................................................................24

4.7 Check Freight Quotations....................................................................................................25

4.8 Check E-Mail Inbox for RFQ Notification.............................................................................26

4.9 Accept RFQ......................................................................................................................... 27

4.10 Update Freight Order and Award Quotation....................................................................28

4.11 Check E-Mail Inbox for Tendering Result Notification......................................................30

4.12 Change Sales Order........................................................................................................31

4.13 Manual Change of Freight Order.....................................................................................32

4.14 Check E-Mail Inbox for RFQ Notification.........................................................................33

4.15 Accept RFQ.....................................................................................................................34

4.16 Track Tendering Progress...............................................................................................35

4.17 Check Freight Quotations................................................................................................36

4.18 Update Freight Order and Award Quotation....................................................................38

4.19 Carrier Commissioning (Print Freight Order)...................................................................39

4.20 Send Message for ERP Outbound Delivery Creation......................................................40

4.21 Send Message for ERP Shipment Creation.....................................................................41

4.22 Check ERP Shipment Creation........................................................................................41

5 Appendix.................................................................................................................................... 42

5.1 Reversal of Process Steps..................................................................................................42



Tendering with Subsequent Sales Order Change

1 Purpose

The SAP Transportation Management-based tendering scenario enables communication and information exchange with multiple logistics service providers in order to obtain acceptable rates and updated shipping dates from carriers and to subsequently order transportation services.

This tendering scenario is intended for shippers who perform transportation planning in SAP ERP, but who wish to use the tendering functionality of SAP TM. The focus is on sending an RFQ to possible carriers, then selecting a carrier on the basis of availability and submitted price, and subsequently awarding the business (i.e., submitting the freight order) to the carrier. The main benefits are as follows:

- You are able to contract the carrier with availability that is offering the best price - It improves carrier communication while reducing manual effort- You can ensure routing guide compliance by defining carriers in the transportation network

master data.

In some cases, the sales order might be changed after a carrier has already been selected. In this case, a transportation expert needs to evaluate whether the sales order change has had an effect on the freight order (i.e., if the new data makes the freight order unfeasible).

An alert is therefore sent to the transportation expert and he is asked to review the freight order and take appropriate action.



2 Prerequisites

2.1 Master Data and Organizational DataThe organizational structure and master data of your company were created in your SAP ERP system during implementation. The rapid-deployment solution processes are configured using sample master data as outlined below.

Using Your Own Master Data and Organizational Data

You can also use customized values for any material or organizational data for which you have created master data. You will need to adjust configuration to enable the tendering processes of the rapid-deployment solution using your own master data and organizational data.

ERP Organizational Data:

Org-Structure Value Description

Sales Organization

1000 Dom. Sales Organization

Distribution Channel

10 Direct Sales

Division 10 Product Division 10

Shipping Point 1000 Shipping Point 1000

Transportation Planning Point

0001 City 01

Customer Master Data:

Customer (ERP) Description Location (TM) Business Partner (TM)

150008Customer 08, WI 53545

CU0000150008@RD5020 150008

Customer master data is created in SAP ERP and transferred to SAP TM via the Core Interface (CIF) as locations and business partners. The location name in SAP TM can be adjusted to ensure unique identifiers using a BADI. For more information, see configuration guide T70 Master Data Replication.

Material Master Data:

Material Description

TM_PROD02 Product 02



Carrier Description Communication Technique

User for Portal

Password

500007 Carrier 07 Portal, Email YT_CAR07 YT_CAR07

500008 Carrier 08 EDI N/A

500009 Carrier 09 Portal, Email YT_CAR09 YT_CAR09

500010 Carrier 10 EDI N/A

Transportation Zones

Transportation Zone Description

TM_ZONE31st level zone (Zone TM_535 assigned to this zone via zone hierarchy)

TM_5352nd level zone (Location TM_CUST08 assigned to this zone via postal code)

Transportation Lanes

Transportation Lanes

From Location To Zone Means of Transport

Carrier

SP1000@RD5020 TM_ZONE3

YT_LTL

500007

500008

500009

500010

YT_FTL500007

500008



2.2 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this business process documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

2.2.1 Business Roles in the ScenarioIn this scenario, different departments and employees (internal and external) collaborate throughout the process. Of course, the exact definition of the roles and functions will be different across companies, so the following structure is intended as an example.

Sales Assistant (Internal)The business process starts with a sales order. The sales assistant is responsible for the creation of sales orders from customers. He/she inserts all the relevant information (e.g. customer-specific information about loading and unloading times, preferred carrier etc.) in the ERP sales order and confirms price and availability. If the customer requests any changes to the order (e.g. changes to quantities), the sales assistant updates the sales orders in the system.

Transport Specialist (Internal)Once the outbound delivery is created in the system, another person from the transportation department needs to create the ERP shipment. This person is responsible for all transport-relevant information such as:

- Own or external truck fleet information- Times and dates- Distance and durations- Printing all relevant transportation documents- Manual/automated transportation planning- Planning optimization- Relevant means of transport- Shipping type- Shipping conditions- Stages and hubs- Partner information- Tendering information - Etc.

This person collects all this information and afterwards creates the ERP shipment, which can include several outbound deliveries. Once the shipment creation process is complete, this person changes the status of the ERP shipment in order to hand over this shipment to the next person responsible, the tendering manager.

Tendering Manager (Internal)



The tendering manager is the person responsible for the following tendering process. This person therefore sends out the shipment to one or more preferred carriers. During this process, the tendering manager checks the entire communication between his company and the carriers. If the external carriers accept the shipment request, the tendering manager will evaluate the incoming offers, select the best offer, and send all relevant information to the winner of the tendering process. S/he will then cancel all other offers.

Customer Service Agent (External)The customer service agent is an employee of an external carrier company (logistics service provider (LSP)). This person is responsible for all incoming transportation requests from customers of this LSP. This person therefore receives all relevant information from the external customer request and evaluates this document. If the LSP is able to provide trucks for this request, this person sends out an offer for this request. During this process, the customer service agent will check the entire communication between his company and the customer.

If the external customer accepts his offer, the customer service agent will receive an order from the customer by e-mail, fax, or EDI, and will then trigger all relevant steps at the company to process the order.

2.2.2 Technical Roles

SAP ERP:

Business Role Technical Name Process Step

Sales Assistant SAP_LO_SD_SALES_ORD_PROCESSING All steps performed in SAP ERP relating to sales orders

SAP TM:


Tendering Manager

/SCMTMS/DISPATCHER All Process steps in SAP TM

External:


Transportation Service Provider

/SCMTMS/SERVICE_PROVIDER Tendering Process

These roles include the transactions required for the steps described in the process documentation in hand. You can work with your own roles if they contain the transactions mentioned in the Process Overview Table section.



2.3 Preliminary Steps

2.3.1 Adjust SAP GUI Settings to Display Technical Keys

To alter the display of dropdown list items, you should adjust the settings in your SAP GUI as follows:

1. Choose Customize Local Layout - Options or press Alt F12

2. Open folder Interaction Design

3. Select Visualization & Interaction

4. In the Controls section, select radio pushbutton Show keys within dropdown lists

5. Choose the OK pushbutton.

2.3.2 Contact Persons for E-Mail Notifications

To receive notifications for published freight RFQs, rejected quotations, and awarded quotations by e-mail, you must maintain the e-mail address of the user performing the process steps. The address must be maintained for the carrier’s contact persons.

In this scenario, you need contact persons with Internet users for the following carriers:

Carrier Contact-Person (BP Number)

Name of Contact Person

Email Address User Name / Password

500007 Christian St YT_CAR07 / YT_CAR07

500009 Joachim Mu YT_CAR09 / YT_CAR09

Procedure to Determine Contact Person for a Carrier

1. Access the transaction for maintaining business partners by choosing:

SAP TM SAP Menu Master Data General Define Business Partner

Transaction Code BP

2. Choose Business Partner – Open or press SHIFT+F5

3. A dialog box opens: enter the business partner number of the carrier for which you want to maintain a contact person.

4. Choose the Relationships pushbutton or press SHIFT+F1

5. The contact persons are displayed with Description has Contact Person. Select the line and choose the Partner Detail pushbutton.



6. A dialog box appears displaying the ID and name of the contact person. Choose the Display pushbutton or press F7.

7. The business partner data of the contact person is now displayed. Check the BP number, Name, and E-mail Address fields and adjust the table above as required.

8. In the Display in BP role field, select BUP005 Internet user. Go to the Internet user tab page. Check the user name and adjust the table above as required.

The contact persons are created with an internal ID. The ID in your system will most likely be different to this. Therefore, please adjust the table above to your system settings.

The rapid-deployment solution also assumes that the usernames and passwords for the portal user are created using YT_CAR<2 digit carrier-no>. If the usernames and passwords are created differently in your system environment, adjust the above table.

If you are not able to see technical names, such as BUP005, follow the instructions described in 2.3.1.

Procedure to Assign E-Mail Addresses

1. Access the transaction for maintaining business partners by choosing:

SAP TM SAP Menu Master Data General Define Business Partner

Transaction Code BP

2. Choose the Business Partner – Open pushbutton or press SHIFT+F5

3. A dialog box opens: enter the business partner number of the contact person for whose e-mail address you want to maintain

Use the internal ID for the contact person’s business partner master record

4. Go to the Address tab page.

5. Maintain the e-mail address where you want to receive the e-mail notifications

6. Choose the Save pushbutton or press CTRL+S

2.3.3 Carrier Communication via EDI

The scenario assumes that an EDI connection is established for communication with carrier 8 and 10. The rapid-deployment solution package is delivered with SAP II, for which default partner roles have been configured. However, if you are not using SAP II and do not have another EDI connection established, you can still execute the scenario by simulating the carrier response. To do this, proceed as follows:

1. Access the SAP TM tendering personal object worklist (POWL) for open RFQs as follows:

SAP NetWeaver Business Client (SAP NWBC)

SAP TM80 NWBC Freight Order Management Land Overview Tendering



Transaction Code NWBC

2. In the Active Queries area of the POWL, select query Freight RFQs - Open.

3. Identify the RFQ for which you need to create a quotation and select the line by clicking in the first column.

4. Choose the Edit pushbutton. The RFQ is displayed in a new window.

5. Select the RFQ by clicking in the first column.

6. Choose the Create Quotation pushbutton. A new line is inserted in the table view. Maintain the response code and, if required, the price.

To ensure that you enter the correct response for this scenario, see the table below.

7. Select the line of the quotation and choose Submit quotation and save

8. Close the window.

Carriers’ Responses in this ScenarioIf you want to enter manual responses for EDI carriers, proceed as follows:

Carrier / Tendering

Carrier 07 Carrier 08 (EDI) Carrier 09 Carrier 10 (EDI)

Broadcast Reject Accept with Price Accept with Price Reject

Peer-to-Peer Accept with Price Reject

2.3.4 Assign User to Alert Category1. From the SAP TM system, choose:

Transaction Code ALRTCATDEF

Customizing Menu SAP Customizing Implementation Guide SAP NetWeaver Application Server Basis Services Generic Business Tools Alert Management Define Alert Categories

2. Ensure that Display/Change is in edit mode.

3. Choose folder TM: Alert in Execution.

4. Select alert category TMS_TOR_GENERIC_ALERT.

5. Choose Fixed Recipients.

6. Choose the New Entries pushbutton.

7. Enter your user name.

8. Save your entries.

If you are asked for a Customizing request, create a new request or assign the task to an existing one. Check with your system administrator whether you have the authorization to create Customizing requests.



3 Process Overview Table

Process Step Business Condition

Business Role Transactions Code

Expected Results

Create Sales Order New sales order is entered for a customer

Sales Assistant VA01 Sales order created

Tendering Status Overview

Monitor current tendering processes

Tendering Manager NWBC Freight Order POWL

Overview of current tendering processes

Check Tendering Status of TM Freight Order

The tendering is monitored for an individual freight order

Tendering Manager NWBC Freight Order UI

Tendering is checked

Check E-Mail Inbox for RFQ Notification

Notifications were sent via e-mail

Customer Service Agent

External e-mail application

The notification was received and read

Reject RFQ LSP has insufficient capacities and rejects the RFQ


NWBC Freight Quotation UI

Freight quotation created with response rejected

Track Tendering Progress

Ongoing Monitoring of Tendering


Tendering is monitored. Tendering manager verifies that RFQ was sent to the applicable carriers

Check Freight Quotations

LSP has created freight quotation to be reviewed

Tendering Manager NWBC Freight Quotation POWL

The incoming freight quotations are checked

Check E-Mail Inbox for RFQ Notification

Notifications were sent by e-mail



The notification was received and read

Accept RFQ LSP has available capacities and accepts the RFQ



RFQ has been responded to with a quoted price.

Update Freight Order and Award Quotation

All carriers have responded and/or the tendering deadline approached

Tendering Manager NWBC Tendering POWL

Tendering Manager has decided for a freight quotation and awarded the business to a carrier

Check E-Mail Inbox for RFQ Tendering Result Notification

Tendering has ended and the carrier are informed about the results



The LSPs are informed about the result (whether their quotation was accepted or rejected)

Change Sales Order Due to new circumstances the sales order had to be changed

Sales Assistant VA02 Sales order changed

Manual Change of Freight Order

The tendering manager checks the changes in the freight order and adjusts the means of transport


Means of transport changed and tendering is restarted

Check E-Mail Inbox Notifications were sent Customer Service External e-mail The notification was



Process Step Business Condition

Business Role Transactions Code

Expected Results

for RFQ Notification via e-mail Agent application received and read

Accept RFQ LSP has no capacities and rejects the RFQ



RFQ has been responded to with a quoted price.

Track Tendering Progress

Ongoing Monitoring of Tendering


Tendering is monitored. Tendering manager verifies that RFQ was sent to next applicable carrier

Check Freight Quotations

LSP has created freight quotation to be reviewed

Tendering Manager NWBC Freight Quotation POWL

The incoming freight quotations are checked

Update Freight Order and Award Quotation

All carriers have responded and/or the tendering deadline approached

Tendering Manager NWBC Tendering POWL

Tendering manager has decided for a freight quotation and awarded the business to a carrier

Carrier Commissioning (Print Freight Order)

The freight order is printed and faxed to the selected carrier


The freight order details are communicated to the selected carrier

Send Message for ERP Outbound Delivery Creation

Tendering has finished Tendering Manager NWBC Freight Order POWL

Outbound delivery for sales order has been created based on SAP TM information

Send Message for ERP Shipment Creation

Tendering has finished and outbound deliveries have been created

Tendering Manager NWBC Freight Order POWL

ERP shipment has been created

Check ERP Shipment Creation

ERP shipment is checked

Transport Specialist VT03N Creation of ERP shipment is checked



Example Process Flow





4 Process Steps

4.1 Create Sales Order

UseThe sales assistant enters a sales order for goods to be shipped to the customer. The customer has ordered goods in a quantity not sufficient for a full truck load. This is the starting point for the entire business process.

Prerequisites There are no prerequisites for the initial process step.

Procedure

1. Choose:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC6.0 SAP Menu Logistics Sales and Distribution Sales Order



Create

Transaction Code VA01

2. On the Create Sales Order: Initial Screen, enter the following data:

Order Type Sales Organization Distribution channel Division

OR 1000 10 10

3. Press ENTER to confirm your entries.

4. On the Create Sales Order: Overview Screen, enter the following data:

Sold-to-Party

PO Number Req.deliv.date Material Order Quantity

150008 Free text Actual date + one week TM_PROD02 22

5. Press ENTER to confirm your entries and confirm the dialog box Change Invoice date: The billing date is re-determined.

6. Choose Goto Header Shipping

7. Enter shipping Cond: 02 Pick-up in the shipping overview (only necessary if the rapid-deployment solution for planning and rapid-deployment solution for tendering are run on the same client)

8. Save the document and note down the document number _____________________________

If you changed the shipping condition, you will be asked if routes and shipping should be re-determined. In this case, choose Redetermine.

Result The sales order is created and transferred to SAP TM in the background. An order-based transportation requirement is created in SAP TM and, due to the freight unit building rule used, a freight order is also created automatically. Due to the quantities defined in the sales order, means of transport YT_LTL has been chosen and, therefore, broadcast tendering has been started.

4.2 Tendering Status Overview

UseOn a regular basis, the tendering manager checks the personal object worklist for shipments from SAP ERP and their tendering status.

Prerequisites You have already created a sales order in ERP.



Procedure

1. Choose:




2. In the Active Queries area of the POWL, select query Freight Orders - RFQs Published

3. Identify the freight order that was generated by the transfer to SAP TM of the sales order previously created in SAP ERP.

The number of the sales order related to the freight order is displayed in the Short Desc. column.

4. Note down the freight order number: ________________________

Result By checking all sales orders transferred to SAP TM for subcontracting, the tendering manager identified the previously created sales order for which tendering has already started.

4.3 Check Tendering Process of TM Freight Order

UseIn SAP TM, the tendering manager accesses the freight order that was created from the sales order in order to validate the current tendering process.

PrerequisitesA sales order that is relevant for tendering has been transferred to SAP TM.

Procedure1. Choose:




2. In freight order query All, select the line of the freight order that was created based on the ERP sales order and choose the Edit pushbutton or choose the link assigned to the underlined freight order number to open the freight order. The system opens a new window for the freight order.

If you are unsure how to find the right freight order, refer to the previous section.



3. After the freight order has opened, go to the General Data tab page.

4. Verify that means of transport YT_LTL has been assigned to the freight order according to the load less than 18.000 LB (cargo information).

5. Go to the Subcontracting tab page.

6. Check the following areas on the Subcontracting tab page.

- Sub-tab page Tendering Overview displays the current tendering process status. Four RFQs were sent to the carriers taking part in the broadcast tendering.

If you are using EDI communication with carriers 08 and 10, their quotation might be visible already.

- The Tendering Plan field in the lower section of the screen is the origin of the current tendering process based on the tendering process settings that were derived from means of transport YT_LTL.

ResultThe tendering manager checked the current subcontracting status for the ERP shipment as well as the correct automatically determined tendering process settings.

4.4 Check E-Mail Inbox for RFQ Notification

UseThe contact person of carrier 07 / BP 500007 checks his/her e-mail for new RFQ notifications.

PrerequisitesThe e-mail address of the user performing the business process has been assigned to the contact persons for carriers as described in section 2.3.2 above.

The batch program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

EDI messages are also sent for carriers 08 and 10 (see process steps 4.4.1 and 4.4.2 in the process flow diagram).

The e-mail assignments must be completed prior to starting the process. The e-mails are sent during creation of the TM freight order.

Procedure

1. Open your e-mail program (not part of the SAP applications).

2. Go to the inbox and open the e-mail message received from the tendering manager. The lower section of the e-mail contains an overview of the requested shipment, including the following data:

- RFQ number



- Shipment start date

- Shipment end date

- Means of transport

- Quantities/dimensions of the load

- Ultimate date and time for the expected reply

A link in the upper section provides access to the shipper’s Internet portal.

3. Note down the RFQ number.

ResultThe contact person of carrier 07 received an e-mail providing the most important information about the requested shipment and a link to the shipper’s subcontracting platform. An EDI message was sent to carrier 08 and carrier 10 (see process steps 4.4.1 and 4.4.2 in the process flow diagram).

Since the tendering process has triggered RFQs to two carriers using the Web portal, you should have received two separate e-mails as described in this section if you assigned your e-mail address to both contact persons as described in 2.3.2.

4.5 Reject RFQ

UseThe user of carrier 07 accesses the shipper’s subcontracting Web platform via an Internet browser to reject the request for quotation because the carrier has no appropriate capacities at the date and time requested by the shipper.

PrerequisitesTo access the shipper’s Internet portal, follow the link contained in the e-mail received. You must have deactivated Single Sign-On beforehand.

The user and password described in 2.3.2 must be known.

If Single Sign-On is activated and you do not want to turn it off, you can still access the Internet portal by logging on to the system using SAP Logon and the user credentials described below. Once you are logged on, access transaction NWBC and choose link /SCMTMS/SERVICE_PROVIDER in the new Web browser window that has opened. If you are doing this, start from step 4 in the procedure described below.

Procedure

1. In the e-mail received from the shipper’s tendering manager, follow the link to the shipper’s subcontracting Web platform. A new Internet browser window opens showing the logon screen of the SAP TM 8.0 Web portal.



If you are logged on directly with your user, you will need to change your browser settings. If you are using Internet Explorer 8, proceed as follows:Choose Tools Internet Options, go to the Security tab page, and choose Custom Level. For option Don’t prompt for client certificate selection when no certificates or only one certificate exists choose Disable.

2. Log on to the SAP TM system as carrier 07 using the following login credentials:

Username YT_CAR07

Password YT_CAR07 (as described in configuration guide T64 the password should be the same as the username)

1. Choose the Logon pushbutton. The NetWeaver Business Client user menu of the carrier’s Internet user opens.

2. Go to the personal object worklist by choosing: Freight Order Management Land Overview Tendering for Carriers.

3. In category Freight RFQs, select query Open.

4. Identify the new request for quotation based on the RFQ number noted down from the previously received e-mail for RFQ notification.

5. Select the row of the RFQ and choose the Edit pushbutton above the table for open RFQ. A new Internet browser window opens showing the RFQ data.

6. Select the RFQ and choose the Create Quotation pushbutton. A new row appears in the quotations table.

7. If the Create Quotation pushbutton cannot be selected, first choose Edit.

8. In the response code column, select Rejected from the dropdown list.

9. Define code YT02 – No Capacity in the rejection reason code column.

10. To send the rejection to the shipper, deselect the line of the RFQ and select the line of the quotation. Choose the Submit Quotation and Save pushbutton in the menu of the quotations table.

11. Choose the OK pushbutton to confirm the dialog box that appears to send the rejection to the shipper. The system issues success messages confirming that the freight quotation was consistent and that the freight quotation has been sent to the shipper.

ResultSince the carrier cannot provide the required vehicle resource at the requested date and time, the carrier’s contact person rejected the request for quotation and sent the rejection reason code to the shipper.



4.6 Track Tendering Progress

UseThe shipper’s tendering manager regularly checks the personal object worklist to track the freight orders that are in tendering. The tendering manager accesses the freight order based on the published, rejected, and open requests for quotation to evaluate the rejection reasons and to monitor the subsequently sent request for quotation.

PrerequisitesA program evaluates the RFQ responses from carriers and starts the valid follow-up actions of the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide.

To expedite processing, you can also start the program manually:

1. Choose:


SAP TM80 NWBC Application Administration Background reports – Process Quotations and Overdue RFQs


2. Choose the Execute pushbutton.

The background report can only evaluate quotations of freight orders that are not blocked by anybody. Before you execute the background report, make sure the freight order is not blocked by checking whether the freight order is being accessed in edit mode or whether automatic planning involving the freight order is taking place.

Procedure

1. Access the SAP TM tendering personal object worklist (POWL) for published RFQs as follows:




2. In the Active Queries area of the POWL, select query RFQs published

3. If required, adjust your layout settings to make the following fields visible: Sent RFQs – Open RFQs – Acceptable FQs – Unacceptable FQs

The Sent RFQs field displays the total number of RFQs sent to carriers. Open RFQs contains the number of RFQs for which no responses have been received or the deadline of the RFQ has not passed. Acceptable FQs contains the number of freight quotations that are acceptable (i.e., the price is within the tolerances and the carrier has accepted the RFQ). Unacceptable FQs contains the number of freight quotations that carriers have sent in response to RFQs, but that have the status Rejected.

4. In the worklist, select the freight order and choose Edit to go to the freight order. The freight order is displayed in a new window.




6. Check whether the response of carrier 07 has been registered and evaluated.

7. Check whether the responses of the EDI carriers (carrier 08 and 10) have been registered and evaluated.

If the EDI messages have not been received you might have to enter the carrier’s response manually as described in 2.3.3.

If the quotations have not yet been evaluated, start the evaluation manually as described in the prerequisites of this section.

ResultThe tendering manager identified the reasons for the request rejection of carrier 07 and noticed that the EDI carriers (carriers 08 and 10) have already responded.

4.7 Check Freight Quotations

UseThe shipper’s tendering manager regularly checks the personal object worklist to track the responses from carriers. The carriers respond by sending a freight quotation.

Freight quotations can be checked in two different ways. The first approach is described in 4.6. A different approach is described in this section.

The tendering manager uses a personal object worklist to select the freight quotations to be reviewed.

It is also possible to select a freight quotation and award the business to a certain carrier in this step.

PrerequisitesCarriers 08 and 10 are defined as carriers with communication via EDI. A prerequisite for this step is that the RFQ has been sent to the carrier and a freight quotation received via EDI. If you are not using an EDI connection for communication with carriers 08 and 10, see section 2.3.3. A program evaluates the RFQ responses from carriers and starts the valid follow-up actions of the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide.


1. Choose:








Procedure





2. In the Active Queries area of the POWL, select query Quotations to be reviewed.

Broadcast tendering is configured to run for two hours after sending the RFQ (maximum response time). You will not be able to see the quotations until the tendering run has come to an end.

3. In the worklist, display the relevant RFQ by choosing the RFQ Number. The quotation is displayed in a new window.

4. Check whether the response to the RFQ has been processed by the background program.

ResultThe tendering manager has verified the response to the EDI RFQs and identified the reason for the request rejection of carrier 10 and taken note of the acceptance of carrier 08 with price.

The SAP TM system has evaluated the received responses using background processing.


UseThe carrier contact persons check their e-mail for new RFQ notifications.

PrerequisitesThe e-mail address of the user performing the business process has been assigned to the carrier contact persons as described in section 2.3.2 above.

The e-mail assignments must have been completed prior to starting the process. The e-mail notifications are sent automatically during creation of the TM freight order.

Procedure

1. Open your e-mail program (not part of the SAP applications)

2. Go to the inbox and open the e-mail message received from the tendering manager. The lower part of the e-mail contains an overview of the requested shipment, including the following data:

- RFQ number




- Shipment end date






_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

ResultThe carrier’s contact person received an e-mail providing the most important information about the requested shipment and a link to the shipper’s subcontracting platform.

4.9 Accept RFQ

UseSince the transport fits in well with the current schedule of carrier 09, he/she responds immediately using a portal application, accepting the RFQ and submitting a competitive price.

In parallel, the RFQ was sent to carrier 08 and carrier 10 via EDI. Carrier 08 has also accepted the RFQ and sent back a confirmation while carrier 10 has rejected the RFQ (see process steps 4.4.1 and 4.4.2 in the process flow diagram).

PrerequisitesThe tendering process (broadcast tendering to carriers 07, 08, 09, and 10) has started.

The e-mail address of the user performing the business process has been assigned to the contact persons for carrier 09 as described in section 2.3.2 above.

The background program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

Procedure

1. Open the e-mail program (not part of the SAP applications) for the contact person of carrier 09.

2. Go to the inbox and open the e-mail message received from the tendering manager.

3. In the e-mail received from the shipper’s tendering manager follow the link to the shipper’s subcontracting Web platform. A new Internet browser window opens showing the logon screen of the SAP TM 8.0 Web portal.

If you are logged on directly with your user, you will need to change your browser settings. If you are using Internet Explorer 8, proceed as follows:



Choose Tools Internet Options, go to the Security tab page and choose Custom Level. For option Don’t prompt for client certificate selection when no certificates or only one certificate exists choose Disable.

4. Log on to the SAP TM system as a carrier using the following login credentials.

Username YT_CAR09

Password YT_CAR09

5. Choose the Logon pushbutton. The NetWeaver Business Client user menu of the carrier’s user opens.

6. Go to the personal object worklist by choosing Freight Order Management Land Overview Tendering for Carriers.


8. Identify the new request for quotation based on the RFQ number noted down from the previously received e-mail (RFQ notification).


10. Select the RFQ and choose the Create Quotation pushbutton. A new row appears in the Quotations table.

11. If the Create Quotation pushbutton cannot be chosen, first choose Edit.

12. In the Response column, select Accepted from the dropdown list.

13. In the Price column, enter 1324.21 USD.

14. To send the quotation to the shipper, deselect the line of the RFQ and select the line of the quotation. Choose the Submit Quotation and Save pushbutton in the menu of the Quotations table.

15. Choose the OK pushbutton to confirm the dialog box that appears to submit the quotation to the shipper. The system issues success messages confirming that the freight quotation was consistent and that the freight quotation has been sent to the shipper.

ResultThe contact person of carrier 09 enters the shipper’s subcontracting platform using the link in the received e-mail. The customer service agent enters a freight quotation in the shipper’s SAP TM system, accepting the RFQ and submitting a price.

In parallel, an RFQ was sent to another carrier via EDI, and the carrier has responded by sending back an EDI confirmation.

4.10 Update Freight Order and Award Quotation

UseThe tendering manager checks the freight order and analyzes the freight quotations received. First, he checks which carriers have responded to the RFQ: Two carriers have rejected the RFQ due to lack of capacity; two have accepted the RFQ and submitted a price.



The tendering manager must now select the best carrier for this shipment manually on the basis of price and other criteria, such as carrier reliability. In this business process, the tendering manager selects the carrier based on the price offered by the carrier.

PrerequisitesCarriers 08 and 10 are defined as carriers with communication via EDI. A prerequisite for this step is that the RFQ has been sent to the carrier and a freight quotation received via EDI. If you are not using an EDI connection for communication with carriers 08 and 10, see section 2.3.3. A program evaluates the RFQ responses from carriers and starts the valid follow-up actions of the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide.


1. Choose:






Procedure1. Access the POWL for freight orders as follows:




2. In the Active Queries area of the POWL, select query Freight-Orders - All

3. Choose the Show Quick Criteria Maintenance pushbutton.

4. In the Subcontracting Status field, set the value to 02 - In Tendering. All freight orders that are currently in tendering will be selected.

5. In the Tendering Status field, set the value to 03 – Review Required.

Broadcast tendering is configured to run for two hours after sending the RFQ (maximum response time). If the maximum response time for tendering has not yet expired, the status is 02 – Published.

6. Choose the Apply pushbutton.

7. All freight orders are displayed for which tendering has ended, but no carrier has been awarded.



8. Identify your freight order and select the freight order by choosing the displayed row.

9. Go to the freight order by choosing the underlined freight order number or choose the Edit pushbutton. The freight order is displayed in a new window.


11. Go to the Tendering Overview tab page.

The Tendering Overview tab page displays the complete history relevant for tendering of this freight order.

12. Choose the quotation for carrier 500009 by selecting the line in the table view. Choose the Award Quotation – Award pushbutton.

If you select a quotation from an EDI carrier, you could also choose the function Award Quotation – Award & Send to award the quotation and send the freight order to the carrier via EDI.

13. Choose the Save pushbutton.

ResultThe tendering manager selected the cheapest quotation from the broadcast tendering process and assigned the carrier (e.g. 500009) to the freight order.

4.11 Check E-Mail Inbox for Tendering Result Notification

UseThe carrier contact persons will be notified of the tendering result. The carrier who was awarded the freight order receives a notification e-mail informing him of this. The contact persons of the rejected carriers receive a notification e-mail informing them of the negative outcome of the bidding process.

The EDI carriers receive their requests for quotation directly in the system (e.g. an SAP TM system).

PrerequisitesTendering has been completed and the freight order has been awarded to a carrier.

The batch program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

Procedure


2. Go to the inbox and open the e-mail message received from the tendering manager. The e-mail informs the carrier’s contact person of the tendering result. The lower part of the e-mail body also lists the following information:



- RFQ number


- Shipment end date





ResultThe contact person is informed of the tendering result.

4.12 Change Sales Order

UseThe sales order is changed after the carrier has been awarded the business. Change management has to take place

Prerequisites The relevant freight order is already created in the TM80.

Procedure

1. Choose:

SAP Graphical User Interface (SAP GUI)

SAP ECC6.0 SAP Menu Logistics Sales and Distribution Sales Order Change

Transaction Code VA02

2. Enter your sales order number and press ENTER to confirm.

3. Change the data in the sales order as follows:

Sold-to-Party

PO Number Req.deliv.date Material Order Quantity

15008 Prefix+individual number

Actual date + one week TM_PROD02 90




Result The sales order, order-based transportation requirement, and freight order have been changed. An alert is sent to the fixed recipient of the generic TOR alert class.

4.13 Manual Change of Freight Order

UseSince the sales order has changed, a new tendering process has to be started.

Prerequisites The sales order has been changed.

Procedure

1. Choose:




2. In the Active Queries area of the POWL, select query RFQs Published

3. Identify the freight order generated by the transfer to SAP TM of the sales order that was previously created in SAP ERP.

The number of the sales order relating to the freight order is displayed in the Short Desc. column.

4. Select the freight order for which the sales order has been changed and choose Edit.

5. To enable changes to the freight order, unfix the order by choosing Fixing – Unfix.

6. Delete the carrier number from the corresponding field to unassign the previously selected carrier.

7. In the Means of Transport field on the General Data tab page, enter YT_FTL.


9. Go to edit mode again.

10. Go to the Subcontracting tab page and choose Carrier Selection.

11. In the Carrier Selection Setting field, enter YT_TENDERING.

12. Choose the OK pushbutton.




Result Peer-to-peer tendering has started due to the settings configured by following configuration guide T64.


UseThe carrier contact persons check their e-mail for new RFQ notifications.

PrerequisitesThe e-mail address of the user performing the business process has been assigned to the contact persons for carriers as described in section 2.3.2 above.

.

The e-mail assignments must be completed prior to starting the process. The e-mails are sent during creation of the SAP TM freight order because the notifications are sent automatically.

Procedure

1. Open your e-mail program (not part of the SAP applications)

2. Go to the inbox and open the e-mail message received from the tendering manager. The lower part of the e-mail provides an overview of the requested shipment, including the following data:

- RFQ number


- Shipment end date






_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

ResultThe carrier’s contact person received an e-mail providing the most important information about the requested shipment and a link to the shipper’s subcontracting platform.



4.15 Accept RFQ

UseThe contact person of carrier 09 / BP 500009 checks his/her e-mail for new RFQ notifications. Since the transport fits in well with the carrier’s current schedule, he/she responds immediately via a portal application, accepting the RFQ and submitting a competitive price.

PrerequisitesThe tendering process has started (peer-to-peer tendering to carriers 09, then 10).

The e-mail address of the user performing the business process has been assigned to the contact persons for carrier 09 as described in section above.

The background program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

Procedure


2. Go to the inbox and open the e-mail message received from the tendering manager.

3. In the e-mail received from the shipper’s tendering manager, follow the link to the shipper’s subcontracting Web platform. A new Internet browser window opens showing the logon screen of the SAP TM 8.0 Web portal.

If you are logged on directly with your user, you will need to change your browser settings. If you are using Internet Explorer 8, proceed as follows:Choose Tools Internet Options and go to tab page Security and choose Custom Level. For option Don’t prompt for client certificate selection when no certificates or only one certificate exists choose Disable.

4. Log on to the SAP TM system as a carrier using the following login credentials.

Username YT_CAR09

Password YT_CAR09

4. Choose the Logon pushbutton. The NetWeaver Business Client user menu of the carrier’s user opens.

5. Go to the personal object worklist by choosing Freight Order Management Land Overview Tendering for Carriers.


7. Identify the new request for quotation based on the RFQ number noted down from the previously received e-mail (RFQ notification).




9. Select the RFQ and choose the Create Quotation pushbutton. A new row appears in the Quotations table.

If the Create Quotation pushbutton cannot be selected, first choose Edit.

10. In the Response column, select Accepted from the dropdown list.

11. In the Price column, enter 1324.21 USD.

12. To send the quotation to the shipper, deselect the line of the RFQ and select the line of the quotation. Choose the Submit Quotation and Save pushbutton in the menu of the quotations table.

13. Choose the OK pushbutton to confirm the dialog box to submit the quotation to the shipper. The system issues success messages confirming that the freight quotation was consistent and that the freight quotation has been sent to the shipper.

ResultThe contact person of carrier 09 received an e-mail providing the most important information about the requested shipment, for instance the RFQ number, together with a link to the shipper’s subcontracting platform. Using this link, the contact person enters a freight quotation in the shipper’s TM system, accepting the RFQ and submitting a price.

4.16 Track Tendering Progress

UseThe shipper’s tendering manager regularly checks the personal object worklist to track the freight orders that are in tendering. The tendering manager accesses the freight order based on the published, rejected, and open requests for quotation to evaluate the rejection reasons and to monitor the subsequently sent request for quotation. The second RFQ will be sent to the carrier with priority two on the transportation lane.



1. Choose:








Procedure





2. In the Active Queries area of the POWL, select query RFQs published

3. If required, adjust your layout settings to make the following fields visible: Sent RFQs – Open RFQs – Acceptable FQs – Unacceptable FQs

The Sent RFQs field displays the total number of RFQs sent to carriers. Open RFQs contains the number of RFQs for which no responses have been received and the deadline of the RFQ has not passed. Acceptable FQs contains the number of freight quotations that are acceptable (i.e., the price is within the tolerances and the carrier has accepted the RFQ). Unacceptable FQs contains the number of freight quotations that carriers have sent in response to RFQs, but which have the status Rejected.

4. In the worklist, select the freight order and choose the Edit pushbutton to open the freight order. The freight order is displayed in a new window.


6. Check whether the response of carrier 09 has been registered and evaluated.

ResultThe tendering manager has identified that carrier 09 has accepted the RFQ and submitted a price. Since the tendering manager is going to award this quotation there will be no RFQ sent to carrier 10.

4.17 Check Freight Quotations

UseThe shipper’s tendering manager regularly checks the personal object worklist to track the responses from carriers. The carriers respond by sending a freight quotation.

Freight quotations can be checked in two different ways. The first approach is described in 4.16. A different approach is described in this section.

The tendering manager uses a personal object worklist to select the freight quotations to be reviewed.

It is also possible to select a freight quotation and award the business to a certain carrier in this step.





1. Choose:






Procedure





2. In the Active Queries area of the POWL, select query Quotations to be reviewed.

You will only be able to view the quotations in this query if peer-to-peer tendering has finished; i.e., a carrier has accepted the RFQ or all carriers have responded to the RFQ.

3. In the worklist, display the relevant RFQ by choosing the RFQ number. The quotation is displayed in a new window.

4. Check whether the response to the RFQ has been processed by the background program.

ResultThe tendering manager has verified the response to the 1st RFQ and identified that carrier 09 has accepted the RFQ.

The SAP TM system has evaluated the received responses using background processing.



4.18 Update Freight Order and Award Quotation

UseThe tendering manager checks the freight order and analyzes the received freight quotations. First, he checks which carriers have responded to the RFQ: The preferred carrier of the peer-to-peer tendering has already accepted the RFQ.

The tendering manager must now select the best carrier for this shipment manually on the basis of price and other criteria such as carrier reliability. In this business process, the tendering manager selects the carrier based on the price offered by the carrier.

PrerequisitesAll carriers have responded to the RFQ

Procedure1. Access the POWL for freight orders as follows:




2. In the Active Queries area of the POWL, select query Freight-Orders - All

3. Choose the Show Quick Criteria Maintenance pushbutton.

4. In the Subcontracting Status field, set the value to 02 - In Tendering. All freight orders that are currently in tendering will be selected.

5. In the Tendering Status field, set the value to 03 – Review Required.

If you are not able to see the quotations, choose Tendering Status 02 – Published.

6. Choose the Apply pushbutton.

7. All freight orders are displayed for which tendering has ended, but no carrier has been awarded.

8. Identify your freight order and select the freight order by choosing the displayed row.

9. Go to the freight order by choosing the underlined freight order number or choose the Edit pushbutton. The freight order is displayed in a new window.


11. Go to the Tendering Overview tab page.

The Tendering Overview tab page displays the complete history relevant for tendering of this freight order.



Choose the quotation for carrier 500009 by selecting the line in the table view. Choose the Award Quotation – Award pushbutton.

If you select a quotation from an EDI carrier, you could also choose the Award Quotation – Award & Send option to award the freight order and send it to the carrier via EDI.


ResultPeer-to-peer tendering stopped after a carrier accepted the RFQ. The tendering manager has checked the quotation and awarded the freight order to this carrier.

4.19 Carrier Commissioning (Print Freight Order)

UseAfter the freight order has been awarded to a carrier based on the RFQ, the freight order is sent to the carrier to confirm the commissioning of the carrier. Note that this message does not constitute the final shipping instruction or bill of lading, since not all relevant information (e.g. packaging, handling units) is known at this time.

If carrier communication is via EDI, the message will be sent automatically if you selected Award & Send during step 4.10.

- Print out/preview the freight order in SAP TM- The tendering manager sends a freight order to the awarded carrier by fax.

PrerequisitesThe tendering process has been completed successfully and the carrier is assigned to the freight order.

Procedure1. Access the SAP TM tendering personal object worklist (POWL) for published RFQs as follows:




2. In the Active Queries area of the POWL, select query Freight Orders – All.

3. Select your freight order and choose the Edit pushbutton.

4. Choose the Print – Print Preview pushbutton.



5. A dialog box is displayed showing the different documents you can print. Choose the required document, e.g. Create Road Waybill (U.S.), and choose the OK pushbutton.

6. The document is displayed in a new Adobe Reader window. If desired, print the document and send it to the carrier (fax integration is not within the scope of this rapid-deployment solution).

ResultYou have printed the freight order and submitted it to the carrier.

4.20 Send Message for ERP Outbound Delivery Creation

Prerequisites The relevant freight order has already been created in the SAP TM system and the subcontracting process is finished.

Procedure

1. Choose:


SAP TM80 NWBC Freight Order Management Overview Freight Orders – POWL


2. In the POWL, select the relevant freight order (the ERP sales order number is shown in the Label column).

3. Mark the relevant line and choose the Create Deliveries in ERP pushbutton.

4. A new dialog box appears showing the freight order number.

5. Check that the freight order is selected and choose the Create Delivery Proposal pushbutton.

6. You should be able to see one or several entries now under Delivery Proposals.

7. Choose the Send Delivery Proposals to ERP pushbutton.

8. Choose the Close pushbutton to close the dialog box.

Result The outbound delivery will be created in the SAP ERP system based on the TM80 message.



4.21 Send Message for ERP Shipment Creation

Prerequisites The relevant freight order has already been created in the TM80 system and the relevant outbound delivery has already created in SAP ERP via the TM80 message.

Procedure

1. Choose:


SAP TM80 NWBC Freight Order Management Overview Freight Orders – POWL


2. In the POWL, select the relevant freight order (the ERP sales order number is shown in the Label column).

3. The freight order appears in a new dialog box.

4. Go to edit mode.

5. Choose the Follow-Up pushbutton and Create ERP Shipment from the submenu.

6. Some green messages are displayed.


Result The shipment is created in the SAP ERP system.

4.22 Check ERP Shipment Creation

UseIn this step, you verify the shipment creation in SAP ERP.

Prerequisites

A delivery must exist.

A shipment must exist.

Procedure

1. Since the shipment is created automatically, you only display it here:



SAP ERP Logistics Logistics Execution Transportation Transportation Planning Display

Transaction Code VT03N

2. Enter the shipment document number.

The shipment document number is identical to the freight order number you noted down in section 4.2.

3. Press the ENTER key.

4. Check the shipment to make sure the carrier and dates and time have transferred correctly to the Stages tab page.

ResultThe shipment was created in SAP ERP. When using the solution in a production system, all further shipment execution steps need to take place in SAP ERP.

5 Appendix

5.1 Reversal of Process Steps

5.1.1 Unassign User to Alert Category1. In the SAP TM system, choose:

Transaction Code ALRTCATDEF

Customizing Menu SAP Customizing Implementation Guide SAP NetWeaver Application Server Basis Services Generic Business Tools Alert Management Define Alert Categories

2. In Display/Change, go to edit mode.

3. Choose folder TM: Alert in Execution.

4. Choose Alert Category TMS_TOR_GENERIC_ALERT.

5. Choose Fixed Recipients.

6. Select your user and choose the Delete pushbutton.



Documents

T74_TM800_BPD_EN_XX